Executive Assistant

The Executive Assistant (EA) to the Head of Civil, Construction, and Environmental Engineering provides high-level administrative and operational support to the Department Head in leading the Department of Civil, Construction, and Environmental Engineering, which includes approximately 60 faculty members and associated instructional, research, and administrative infrastructure. The position serves as a key partner to the Department Head in managing faculty processes, communications, scheduling, departmental operations, and external engagement. The Executive Assistant is expected to exercise sound judgment, maintain confidentiality, anticipate needs and deadlines, and develop efficient systems for managing the Department Head’s responsibilities.

Key responsibilities include:

• Faculty reappointment, promotion, and tenure processes. Coordinate the administration of faculty reappointment, promotion, and tenure (RPT) reviews. Responsibilities include maintaining timelines and ensuring deadlines are met; coordinating requests for external evaluation letters; organizing peer evaluations of teaching; scheduling meetings of the Department Voting Faculty (DVF); administering and documenting DVF votes; and managing required materials and documentation in NC State’s Faculty Excellence Portal.
• Executive correspondence and communications. Prepare first drafts of important correspondence for the Department Head’s review, including letters of recommendation and support, donor acknowledgment and thank-you letters, selected email correspondence, speeches, presentations, and other communications requiring the Department Head’s voice and attention. Assist with proofreading, formatting, and finalizing high-priority communications, including Power Point presentations.
• Email and workflow management. Assist the Department Head in organizing and managing a high volume of email and ensuring that important requests, commitments, and action items are identified, tracked, and addressed in a timely manner. Develop and maintain a sustainable email-management and follow-up system, including appropriate integration of AI-enabled tools to improve efficiency while maintaining confidentiality and appropriate information security.
• Calendar and schedule management. Manage the Department Head’s calendar, including scheduling and coordinating meetings, resolving scheduling conflicts, protecting time for high-priority activities, and anticipating preparation and follow-up needs associated with meetings and events.
• Professional travel. Coordinate the Department Head’s professional travel, including transportation, lodging, registration, itineraries, required approvals, and other travel-related logistics and documentation.
• Faculty recruitment. Provide administrative and logistical support for faculty searches. Responsibilities include coordinating candidate interview schedules and itineraries; organizing candidate application materials for review by the DVF; scheduling candidate meetings and presentations; communicating with candidates and internal participants; and administering and documenting DVF votes on candidates.
• Faculty meetings and departmental events. Coordinate regular and special faculty meetings, including scheduling, room and technology arrangements, agenda development in consultation with the Department Head, preparation and distribution of materials, and tracking of follow-up items and decisions.
• Departmental space and facilities. Support the Department Head in planning and decision-making related to departmental space and physical facilities. Maintain relevant records and information, coordinate requests and communications with College and University offices, and assist with tracking space assignments, renovations, moves, and other facilities-related activities.
• Departmental technology resources. Coordinate and maintain departmental shared technology resources, including loaner laptops, audiovisual equipment, and related assets. Maintain appropriate inventory and checkout systems and coordinate maintenance, replacement, and support as needed.
• Executive and departmental coordination. Maintain systems for tracking important deadlines, commitments, and follow-up actions involving the Department Head. Help identify matters requiring the Department Head’s attention, gather relevant background information, and coordinate with faculty, staff, College and University offices, alumni, donors, and external
  partners as appropriate.

Because the Executive Assistant works closely with the Department Head on sensitive personnel, faculty, and departmental matters, the position requires a high degree of discretion, professionalism, organization, attention to detail, initiative, and sound judgment.